Executive Assistant

Skanska USA • Tampa, FL

10d • Hybrid

About The Position

The Executive Assistant plays a vital role in providing comprehensive administrative support to the legal department. This position is responsible for facilitating departmental operations through process improvement, project and matter management, effective reporting, and general corporate and departmental support. This role requires a highly organized individual with strong communication skills who can manage multiple priorities while ensuring accuracy and efficiency in all tasks. Key responsibilities include managing the intake of litigation and arbitration matters, coordinating with outside counsel on case management and invoicing, and drafting litigation holds. The Executive Assistant also prepares powers of attorney, compiles various department reports, administers matter management software, and handles departmental mail and service of process. Additional duties involve managing business license and corporate registrations, compiling compliance data, and conducting ethics checks in collaboration with the Business Unit Ethics and Compliance Officer. The ideal candidate will hold a bachelor’s degree in a relevant field or possess equivalent experience. Required skills include advanced time management, effective verbal and written communication abilities, familiarity with legal processes, strong organizational abilities, fluency with IT systems, and proficiency in managing multiple tasks independently. A notary commission or willingness to obtain one within six months of hire is also expected. Preferred qualifications include prior experience supporting attorneys in a law firm or corporate setting, and collaborative experience within both internal teams and external stakeholders. Maturation of role and/or career growth within the department may be available depending on the candidate’s experience and performance.

Requirements

• 3+ years of administrative experience, executive or business operations support, paralegal or similar experience
• Commissioned as a notary or willing to obtain notary commission within six months of hire
• Bachelor’s Degree – business administration/management/operations, pre-law/legal support services or sociology or 8 years equivalent experience plus minimum 3 years prior relevant experience.
• Tech-savvy, including ability to support departmental process improvements through technology and experience using artificial intelligence to complete routine tasks

Nice To Haves

• 1+ years of experience supporting attorneys in law firm or corporate setting
• Strong organizational and time management skills
• Familiarity with legal processes, technology and terminology
• Ability to handle and prioritize multiple tasks and demands with minimal supervision
• Strong verbal and written communication skills with the ability to collaborate both within and external to the department

Responsibilities

• Intake of litigation and arbitration, coordination with outside counsel regarding matter management and invoicing, issuance and management of litigation holds
• Drafting powers of attorney
• Tracking and managing corporate documents including resolutions, parent company guarantees and leases
• Administration of department’s matter management software
• Intake and distribution of department mail and service of process
• Maintenance of business licenses and corporate registrations
• Compiling and drafting reports from various data sets
• Assists Business Unit Ethics and Compliance Officer by compiling compliance data for reporting and conducting ethics checks
• Organizes department meetings

Benefits

• Skanska is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or creed, sex, sexual orientation, gender identity, national origin or citizenship status, disability, status as a protected veteran, or any other protected characteristics under federal, state, or local law.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive